Remote work can be a mess without the right tools, but endless apps and scattered conversations don’t help either. If your team’s already using Ringcentral for calls or video, it makes sense to use its built-in messaging channels too. This guide is for anyone—managers, IT, or just the unofficial “tech wrangler”—who wants practical, step-by-step instructions to set up team channels in Ringcentral and keep remote folks connected (without drowning in notifications).
Let’s skip the fluff and get your channels up and running.
Why Use Ringcentral Messaging Channels?
First, a quick reality check: There are dozens of chat tools out there. Ringcentral isn’t as slick as Slack or as deep as Microsoft Teams, but if you’re already paying for it, it’s good enough for most teams. The built-in messaging does exactly what you need: group chats, DMs, file sharing, and integrations with calendars and tasks.
What works: - Easy to make channels for projects, teams, or topics - Threaded conversations (sort of—more on that later) - Decent search and notification controls
What doesn’t: - Threads are clunky compared to Slack - Integrations can be hit-or-miss - Mobile app is fine, but not amazing
Bottom line: If your team already lives in Ringcentral for calls and meetings, using its messaging channels cuts down on app fatigue. If you just want a chat tool and nothing else, you might want to look elsewhere.
Step 1: Get Your Ringcentral Account Ready
Before you create your first channel, make sure: - You have a Ringcentral account with messaging enabled (some plans don’t include messaging—check that first). - Your team members have accounts and have accepted their invitations. - You’re using either the Ringcentral desktop app or web app (mobile works, but setup is easier on a bigger screen).
Pro tip: Double-check user permissions. Only admins and certain roles can create public channels or manage teams.
Step 2: Decide on Your Channel Structure
You can create channels (called "Teams" or "Conversations" in Ringcentral) for: - Departments (e.g., Marketing, Engineering) - Projects (e.g., Website Redesign) - Topics (e.g., Announcements, Random)
What to avoid: - Creating a channel for every tiny subject. You’ll just end up with ghost towns. - Using DMs for everything—people get left out of the loop fast.
Keep it simple: - Company-wide announcements: 1 channel, read-only if possible. - Each department: 1 channel. - Projects: 1 channel per active project. - Social or “watercooler” chat: optional, but usually worth it for morale.
Naming conventions help:
Pick a system and stick to it. For example:
- marketing
- project-website-redesign
- announcements
The idea is to help people find what they need without guessing.
Step 3: Create a Team Messaging Channel
Here’s how to actually set up a channel:
- Log in to the Ringcentral app (desktop or web).
- On the left sidebar, click “Teams” (sometimes labeled “Conversations”).
- Click the “+” (plus) button or look for “Create Team”.
- Name your team/channel. Use your naming convention.
- Add a description. (Optional, but super useful—let people know what belongs there.)
- Invite members. Start typing names or emails. You can add the whole company or just a handful.
- Choose privacy settings:
- Public: Anyone in your org can find and join.
- Private: Only invited members can see or join.
- Click Create.
Your new channel appears in the sidebar. Members get notified (unless they’ve muted everything, which…they might have).
Honest take:
Ringcentral calls these “Teams,” but everyone just says “channels.” Same idea. Don’t overthink it.
Step 4: Set Channel Permissions and Etiquette
Here’s where a lot of teams mess up. If every channel is a free-for-all, important info gets buried.
To keep things sane: - For announcement channels, restrict posting to admins or managers. - In project channels, encourage people to use @mentions only when it’s urgent. - Set basic rules: no spamming, keep it relevant, move side chats to DMs. - Pin key messages (instructions, meeting links, files) to the top.
How to set permissions: 1. Open the channel. 2. Click the info (“i”) icon or channel settings. 3. Adjust member roles or posting permissions (not all plans let you fine-tune this, but you can always remove troublemakers).
Pro tip:
Write a short “Channel Purpose” in the description or as a pinned message. Saves a lot of confusion.
Step 5: Add Integrations and Files (If You Need To)
You can connect Ringcentral channels to other tools (like Google Drive, calendars, or task apps). This isn’t mandatory, but it can help keep things in one place.
To add an integration: 1. In your channel, click the apps or integrations button (usually a puzzle piece or “+” icon). 2. Browse or search for the app you want (Google Drive, Trello, Asana, etc.). 3. Follow the prompts to connect and authorize.
Worth it?
Integrations are handy for file sharing or syncing calendars. Don’t expect deep, magical automation—most of it is just posting links or reminders. If you need real workflow automation, look at dedicated tools (Zapier, Make, etc.).
Uploading files:
Just drag and drop files into the channel, or use the attachment icon. Files are stored with the conversation, but don’t expect advanced document management.
Step 6: Tune Notifications (and Encourage Others To Do the Same)
Ringcentral’s notifications are…aggressive by default. If you don’t want to get pinged for every emoji, set up your preferences:
- Click your profile icon > Settings > Notifications.
- Choose what you want alerts for: all messages, mentions only, or nothing.
- In each channel, you can mute or customize notifications.
Encourage your team to do the same, or you’ll end up with people ignoring everything because they’re overwhelmed.
Step 7: Onboard Your Team (Without Making It Painful)
Don’t just create channels and hope everyone figures it out. Send a quick message in each new channel with: - What it’s for - Who should post there - Examples of good posts
A one-page cheat sheet or a 2-minute screenshare beats a 30-minute meeting any day.
Skip the PowerPoint. Just show people where things are and how to mute what they don’t care about.
What to Ignore
- Bots and “fun” integrations: Unless your team really wants a daily weather update in chat, skip them. They just add noise.
- Too many channels: Resist the urge to make one for every little thing. Less is more.
- Over-policing: Some light guidelines are good, but don’t turn chat into a bureaucracy.
Real-World Tips
- Threads are weird: Ringcentral supports message threads, but they’re not as intuitive as Slack’s. People often miss replies. Teach folks to reply in-thread when it matters, but don’t expect perfection.
- Search works…okay: You can find old messages and files, but complex searches are clunky. Pin or star important stuff.
- Mobile app is fine for checking in, but desktop is best for heavy use.
Wrapping Up: Keep It Simple
Setting up messaging channels in Ringcentral isn’t rocket science, but it’s easy to overcomplicate. Start with just a handful of channels, write clear descriptions, and set some light ground rules. Don’t worry about getting it perfect—just get everyone talking, and tweak as you go. The goal is less noise, more useful conversation, and one less app to juggle.